Administrative Assistant & Receptionist

Imprivata; Waltham (MA); On-site; USD 51,000 - 62,000; Full time

Job summary

Join a dynamic team at a forward-thinking company dedicated to improving healthcare. As an Administrative Assistant & Receptionist, you'll be the first point of contact for clients and employees, providing essential administrative support. This role demands professionalism, resourcefulness, and the ability to thrive under pressure. Enjoy a collaborative work environment with opportunities for growth and development. If you're passionate about making a positive impact and have the skills we seek, we want to hear from you!

Qualifications

• 1+ years' experience in a professional environment.
• Ability to use good judgment and attention to detail required.
• Previous experience supporting Executive staff is a plus.

Responsibilities

• Greet guests and manage the sign-in program.
• Order catering and maintain inventory of supplies.
• Participate in company iCares and Culture Club initiatives.

Skills

Time Management

Customer Focus

Communication Skills

Organizational Skills

Microsoft Office

Education

High School Diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

Description

Come join a winning team! Here at Imprivata, you'll see a dedicated group of professionals who care about improving healthcare. Our team thrives on collaboration and sharing ideas, whether in a cross-functional meeting or at one of our virtual team-building events.

While we're diverse in our backgrounds and skills, we have much in common. A passion for our mission. A strong sense of integrity. A belief that we're making a positive impact and a commitment to having fun.

We are seeking an Administrative Assistant & Receptionist to join our team. This is an in office opportunity in Waltham, MA..

Job Summary

Administrative Assistant & Receptionist is a key position at Imprivata, since it is both the first point of contact for visiting clients, customers, and employees as well as providing administrative support to Executives and other team members as needed. The role requires someone to have a willing and can-do attitude and approach to the tasks and position responsibilities. It is essential that someone in this position be professional, resourceful, dependable, and good under pressure. This position requires an individual who can work independently and takes the initiative and ownership in daily tasks.

Duties and Responsibilities

• Work with members of the Facilities, Human Resources, eStaff (Executive) and IT teams.
• Greet guests, having them sign in/out, and provide them with a visitor badge. Manage the sign-in program to ensure all former employees are removed and visitors signed out by EOD.
• Tend to facilities tickets and submitting work orders for any other facilities related issues/closing tickets.
• Order catering for lunch meetings and company parties, deliver and set up as needed/applicable
• Order company breakfast or lunch and assisting with scheduling work dinners, if requested.
• Place kitchen and office supply orders with vendors, track/maintain inventory to adjust order volume and frequency as needed.
• Check/manage the mail on a daily basis and maintain/keep the mail room organized and stocked, including management of shipping items.
• Keep the reception area, kitchenettes, and board room area clean, tidy, and stocked.
• Send out company-wide emails with various information, if needed.
• Participate in company iCares and Culture Club initiatives
• Proactively place service calls when necessary. (i.e. Vending, coffee, water machines, and various equipment as well as for building needs with property ownership.)
• Other duties as assigned and required.

Required Qualifications

• High School Diploma or equivalent.
• 1+ years' experience in a professional environment.
• Must have excellent time management skills.
• Professional demeanor with a customer focus in dealing with visitors, callers, and employees
• Organized, resourceful, and the ability to multi-task.
• Solid communication skills both verbal and written with the ability to interact with both internal and external customers at all levels.
• Ability to use good judgment and attention to detail required.
• Previous experience supporting Executive staff is a plus.
• Microsoft Office - Word, Excel, PowerPoint, and Outlook.
• Experience booking travel arrangements and submitting expense reports preferred.
• Develop clear knowledge of safety procedures following Imprivata's standard operating procedures.
• Must be a team player but able to work autonomously.
• Willingness to participate in company event planning and employee cultural events.

This position offers a salary range of $51,800.00 to $61,800.00 (inclusive of variable compensation such as bonuses and incentives). In addition, more information about Imprivata's benefit offerings can be found here. This salary range represents the high and low end of Imprivata's salary range for this position. Actual salaries will vary and may be above or below the range based on various factors, such as a candidate's location, skills, experience, and qualifications.

At Imprivata, we have a top-notch work environment, developmental opportunities, a competitive total rewards package, and the desire to have fun. If you have the skills and qualifications as we have described above, we want to hear from you!

Imprivata provides equal employment opportunities, regardless of race, religion, age, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

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